Question:
Are you able to provide further information on

- Current booking / business levels

- Current arrangement / F&B Agreements

- Expectations on Staffing and current levels

Answered on 07/Aug/2025 10:13 AM:


• The Department will provide historical data on annual bookings to shortlisted Respondents that are invited to participate in the Request for Proposal stage.

• The Venue Manager will be responsible for providing or engaging any catering providers and holding relevant food and beverage licences.

• The Venue Manager is responsible for determining and maintaining an appropriate staffing profile in order to meet the Objectives outlined in the EOI. Staffing arrangements are a commercial matter for the Venue Manager.

Question:
Good morning,

Please see below two questions in relation to this EOI.

Schedule 2 –Term Sheet – Queensland Multicultural Centre - Proposed Licence Agreement


No. 9 Manager’s responsibilities and duties

“The Manager is responsible for:

d) the maintenance of standards of operation, quality of service and maintenance and physical appearance of the venue”

Question: Given that the Department employs a facility coordinator based at the venue who will coordinate all maintenance, can you please provide some clarity around the above. Is it indicating just that the Manager is expected to maintain standards of operation, uphold quality of service and maintain the venue as presentable, or something further around maintenance that was not specified at the site visit. e.g. AV equipment ,bar equipment, Box Office POS, etc ?


No.10: “Management Fee For the first operating year the Department will pay the Manager a management fee of [insert] per annum payable monthly

second operating year onwards, the management fee will be increased by CPI on an annual basis (Management Fee)”

Question: Is there a monthly Management Fee amount available to be shared at this stage or will this be detailed in the 2nd stage of this process for successful shortlisted candidates.

Kind regards,

Answered on 07/Aug/2025 10:15 AM:


No.9: DHPW retains responsibility for all major and routine maintenance requirements of the facility. This includes maintaining AV Equipment, building assets and providing a daily cleaning contract for the whole venue.

The Venue Manager will be responsible for upholding the standards, monitoring and reporting on condition of the venue and maintaining cleanliness, presentation and customer experience. This includes responsibility for all after hours and event related cleaning as well the provision of duty staff for event purposes.

No.10: The proposed monthly Management Fee amount is not being requested from Respondents as part of the EOI Stage. The Terms Sheet is provided for information purposes only.

Shortlisted Respondents that are invited to the Request for Proposal stage will be asked to provide a proposed monthly Management Fee. Any proposed fee is a commercial matter for Respondents to the Request for Proposal.

Question:
Can you please confirm the closing date for RFIs. The EOI Invitation states 6 August as the last day for questions, however, vendor panel portal states 14 August (the same day as EOI tender close).

Thanks in advance

Answered on 06/Aug/2025 03:23 PM:


Our apologies for the confusion, it was a mistake made on the VendorPanel advertisement. We have now updated the final date for RFIs to tomorrow, Thursday 7th August 2025 2pm.

Question:
Are you able to provide further information on the history of business levels / style of events held please?

Answered on 07/Aug/2025 10:16 AM:


The Department will provide historical data on annual bookings to shortlisted Respondents that are invited to participate in the Request for Proposal stage.

The style of events held at the facility include theatre performances, dance performances, music productions, film screenings, conferences, lectures, workshops, team meetings, seminars, launches, red carpet events, gala dinners and private events and functions such as weddings and a range of other events.

Question:
1. Consortium response: For a Consortium response, will a detailed response detailing capability & experience of lead partner suffice?

2. EOI submission documents: The portal includes requirements around acceptable file size – are there requirements around file formats (e.g., JPEG)?

3. Process timeline: What is the estimated timeline between the EOI process and the next stage (Request for Proposal) with successful shortlisted suppliers?

4. The Manager is responsible for advertising, promoting and publicising the venue. QMC currently has presence on social media platforms (e.g., Facebook, Instagram). Is the Manager expected to continue these for the term of engagement? Also, what is the responsibility of the Manager in relation to maintaining or updating the QMC website?

Answered on 08/Aug/2025 12:23 PM:


1. Please provide a response that demonstrates the Consortium’s relevant experience as it relates to the role in which it is proposed to be performing in the Venue Manager capacity.

2. Most file types/formats are accepted, including JPEG.

3. The evaluation of EOI submissions is expected to be completed by 22 August 2025. Successful shortlisted respondents will be invited to participate in the RFP Stage which is anticipated to be released on 3 September 2025.

4. The QMC Website (www.qmc.org.au) and Facebook page are owned by the Department and will continue to be owned by the Department. Further development and updates to the QMC Website and Facebook page will be made by the Venue Manager in consultation with the Department.

Question:
Questions in relation to the Venue Operation:

a. What are the current or expected operating expenses per year?

b. Will the contractor be able to make decisions on event suppliers, product pricing and hire fees?

c. Are there any locked in hire contracts for the 3-year contract period that the chosen contractor will need to deliver?

d. The venue Manager is responsible for day-to-day management and operation of the venue. Is there an expectation that a person needs to be onsite during Centre opening hours (Mon-Fri 9 am to 5 pm and for weekend events)?

e. Are there any requirements around facilities and equipment at the venue – specific qualification requirements to operate equipment at the facility? If yes, is initial training provided?

f. Building utilities: Responsibility for utility payments (water, electricity)?

g. Damages and Repairs: For damage caused by Manager's actions or omissions – repair/replacement is undertaken by the Department at the Manager's expense. Will the Manager have a chance to review the necessary repair/replacement carried out (e.g., three quotes)?

Answered on 08/Aug/2025 12:23 PM:


a. The Department is not providing financial information for operating expenses as part of the EOI process.

b. The Manager is responsible for making all decisions about event suppliers and entering into hiring agreements in accordance with the Permitted Purpose on standard terms approved by the Department. The Manager is also responsible for entering into contracts for goods or services necessary for the operation of the venue and delivery of events, excluding contracts which grant any right to any person to provide any concession, naming rights or sponsorship related to the venue without the prior approval of the Department.

c. There are no contracts that will need to be novated to the Manager. There are currenlty 2 operating software systems (Point of Sale and Event Function Tracker) on monthly subscriptions, however the Manager can elect to either utilise alternate systems for operations, or enter into their own 3 year contract to continue use of the exisiting systems.

d. It is a matter for the Venue Manager to determine and decide how it performs the functions of the Venue to meet the Key Objectives and KPI's outlined in the Licence Agreement. However, suitably qualified and relevant staff are to be present onsite during any events or hire periods. The Department will provide office space located at QMC for the Venue Manager to perform its role as Venue Manager. Note that the Department's Facility Co-ordinator will be present on site during normal business hours to conduct duties in relation to facility management of QMC.

e. The venue includes stage lighting, sound and audio visual technology in the Auditorium which requires a trained technician/s. Initial training will be provided as part of the transition of any Venue Manager. The facility also includes a self-propelled electric micro scissor lift, which requires a current Yellow Card for operation. This training will need to be arranged by the Manager for nominated staff.

f. The Department is responsible for the cost of utilities consumed in the operation of the Venue, including electricity, gas, and water for the licenced area of the Agreement.

g. The Facility Co-ordinator will work collaboratively with the Manager to arrange necessary repairs to make good any damages. The Manager can elect to arrange their own contracts to conduct minor remediation works in consultation with the Facility Co-ordinator. Larger scaled repair works will be arranged through the Department's preferred contractor and will initially provide a quote for the Manager's consideration.